Learn how to e-file your W2s from QuickBooks Desktop.
Many states don't offer direct e-filing for state W-2s. With your Quickbooks Payroll Enhanced Subscription and Microsoft Excel 2010 or higher, QuickBooks Desktop has a feature that will help you create a file that can be uploaded to the agency website or sent via electronic media.
We show you how to e-file your W-2s.
Things to know
- If you are in Georgia, Illinois, Indiana, Utah, Virginia, or Wisconsin, you can file your W-2s directly from QuickBooks Desktop. Go to Employees then Payroll Tax Forms and W-2s, then Process Payroll Forms.
- You can also go to your Payroll Center and select the File Forms tab. Then select Process Payroll Forms.
- If you have QuickBooks Desktop Assisted Payroll, refer to FAQ: W-2 Form for information about how Intuit handles your W-2s.
- Most states have changed their due dates to January 31st. Verify your state’s due date for filing the W-2 data.
Create a file to submit to your state
Follow these steps for creating the file you'll send to the state.
- Select Employees, then Payroll Tax Forms & W-2s, then create State W-2 E-file.
- On the Welcome window, select Continue. (Note: Verify if the Tax Year you are filing for is available.)
- On the QuickBooks Payroll state W-2 Filing window, select Continue.
- Next to Select State, choose the state from the drop-down menu. Then select Get QuickBooks Data.
- On the QuickBooks Payroll State W-2 filing - Updated window, select OK.
- Correct any errors or add missing information into the file.
- Select the Add-Ins tab to locate the QuickBooks Payroll State W-2 drop-down menu. Choose Start Interview.
- Put a check mark to I understand that I must review my data and answer the following questions. Then select Next.
- Note the file name and location. Select Next.
- Answer the questions in the interview. And verify any auto-populated information. Select Next until you reach the End of Interview
- Choose Create W-2 File.
- On the State W-2 File Created window, select OK.
- When the Save Workbook window open, select Yes to save the Excel workbook for your records.
Submit the file to your state
W-2 filing instructions vary from state to state. Select your state for detailed instructions.